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Invoice preview for Personnel

welcome to carvin software's instructional videos of staffing complete this video will provide a general overview of the invoice module start by navigating to the invoice module the invoicing module allows you to review billable items within an order create invoices based on those orders and send those invoices to customers through print or email there are six tabs in the invoice module the step 1 create invoice tab step 2 print invoice tab the third tab is invoice reprint the fourth tab finance charges the manual invoice tab and lastly the national accounts tab all required fields on each tab are marked with an asterisk connects to that field the first tab is the step 1 create invoice tab this tab displays all billable items that exist on an order based on the office and cutoff date selected the invoice cutoff date keys off of the work date and will pull anything that has billable hours and a bill rate that hasn't been invoiced up into the cutoff date selected only items that have not yet been grouped into an invoice ing to the customer invoice type logic set on their profile will display here items are displayed in columns that will allow you to review and sort as needed and once ready create an invoice all items with a green check mark are considered verified and will be grouped onto an invoice when the create all invoice button is pushed if there is an item that should not be invoiced simply uncheck the green check mark next to that item once the create all invoices button is pushed all items will move from the step 1 create invoice tab to the step 2 print invoice tab only unverified items will remain on the first tab the next tab and the next step in creating an invoice is the step 2 print invoices tab this tab displays all items that were verified from step 1. the system has now grouped the items and given invoice numbers to these transactions from here you can review all the billing for that office as well as preview each invoice before sending it out by double clicking on the line item make sure to check out your right-click grid options as there are several here to choose from here you can view a customer see various print options view the invoice email an invoice set a reference number and void an invoice all invoices will continue to show on the second tab until the closing process has occurred if an invoice was created in air and the invoice is not part of a closed week you have the option to avoid that invoice when an invoice is voided it will be removed from the step 2 tab and will be moved back to the step 1 tab once voided you can make any necessary changes to the billable items on the order and then re-invoice recreating the invoice will assign a new invoice number keep in mind that voiding the invoice does not remove hours on the order but it does void the invoice number the next tab is the invoice reprint tab the invoice reprint tab is where you can reprint invoices that are already part of a closed week there are three main ways to search for an invoice to reprint by the invoice number the posting number or the n a statements once you have selected your type entered your search criteria click search all invoices that meet the search criteria will appear here set your print settings and simply reprint the invoice the fourth tab is the finance charges tab there are two ways staffing complete processes finance charges one automatically or two manually if you would like finance charges to be completed automatically the automatic finance charges box must be checked in the setup module underneath the office tab on the general sub tab once you enter in the finance days and rates in the setup module those finance charges will automatically generate without you having to worry about a thing the finance charges tab is where you create manual finance charges just like the auto finance charges the finance days and rates must be set up in the setup module but the automatic finance charges box will remain unchecked all items that appear on this tab are created based on the finance days and rates set for that office in the setup module if you have a customer that has a unique situation where their finance charges need to be specific to them instead of the rest of the customers in that office make sure to set the finance days and rate in the customer module on the profile tab and in the settings sub tab this will override the default settings in the setup module once complete simply set the office and the cutoff date and then push the create finance charges button and you're done the manual invoices tab allows you to manually enter amounts that are billable to the customer bypassing the process of entering in personnel and hours in the payroll module these invoices age and require payment just like a standard invoice manual invoices are frequently used when the software user would like to charge a specific dollar amount to a customer where it's not referencing a personnel hours or rate the national accounts tab is the last tab in the invoice module the national accounts is used when multiple offices will be interacting with the same customer and the national account statements are created additional setup is required in the setup module to properly use the national account functionality for details please review the national account specifications information on our wiki for more information regarding the invoice module please visit our wiki at the address linked on the screen